ONE VA SOLUTION

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CONFIDENTIALITY & RIGHTS

• One VA Solution shall keep any work undertaken confidential and not use it for personal gain or promotion without written consent of the Client.

• The business affairs of the Client shall not be discussed or disclosed to any third parties without prior written permission from the Client.

• The Client will be the legal owner and will hold intellectual copyright of all work undertaken by One VA Solution or associates.

• All images supplied by the client remain their responsibility, with regards to obtaining rights for use. All images supplied by One VA Solution or associates will be sourced with permission.

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PAYMENTS & BILLING

• The initial thirty-minute consultation by Zoom or telephone is complimentary.

• Final proofreading and checking of all work supplied is the responsibility of the client.

• The Client understands One VA Solution or associate’s estimated time and cost for completing the Work is an informal calculation and that any adjustments to the amount of work, schedule and/or the number of hours and fees is subject to review and renegotiation with the Client when necessary.

• Any errors must be reported within two (2) days of receipt of completed work. Errors generated by One VA Solution or associates will be rectified free of charge, but amendments or alterations requested by the client thereafter will be charged at the standard hourly rate.

• If, however, on receipt of the item to be worked on or at an early stage, it becomes apparent that significantly more work is required than had been anticipated in the preliminary discussion/brief, One VA Solution may renegotiate the fee and/or the deadline.

• Similarly, if, during the term of One VA Solution’s work, additional tasks are requested by the Client, One VA Solution may renegotiate the fee and/or the deadline.

• Should ongoing project work be suspended or delayed through any default of the client, One VA Solution shall be entitled to immediate payment for work already carried out and expenses incurred.

• An agreement, in writing or by email, of a set number of hours a week or month may not be carried over to subsequent periods by the client, without prior written agreement from both parties.

• If the project is based on an hourly rate, then a minimum invoice amount is for one hour, with time rounded up to the nearest fifteen minutes.

• Clients will be invoiced either after an individual assignment is completed or on an ongoing monthly basis.

• Retainer packages will be invoiced at the beginning of the month and payable within five (5) days.

• First time clients will initially be invoiced in advance of work commencing. 

• Invoices are to be settled within five (5) days upon the delivery unless otherwise agreed. The final invoice shall include billable time, reimbursable expenses, and any other fees related to the Work.

• Unpaid bills will incur interest, as per government guidelines. It is at One VA Solution’s discretion whether work continues after a bill remains unpaid beyond the five (5) day payment period.

• Billable time includes meetings and calls outside of contracted hours, and includes the writing and/or reading of correspondence sent by mail or email.

• A time report will be provided with the invoice unless the client requests otherwise.

• All postage, printing and other stationery expenses bought on behalf of the Client’s business will be added to the invoice for reimbursement.

• Payment to be made by bank transfer.

• Once an invoice becomes overdue, no further work will be undertaken.

• Under the terms of the Data Protection Act 1998 / GDPR, the Client and One VA Solution or associates may keep on record such information (e.g. contact details) as is necessary. Either may view the other’s records to ensure that they are relevant, correct and up to date.

• Either the Client, One VA Solution or associates have the right to terminate a contract for services if there is a serious breach of its terms or at any time upon 48 hours by written notice to the following email address: info@onevasolution.com

• In the event of such termination, One VA Solution shall be paid for any portion of the Services that have been performed prior to the termination in accordance with the Statement of Work.

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LOCATION OF SERVICE PERFORMANCE

• Services shall be performed and provided virtually via email, phone or other virtual means from tOne VA Solution’s location in Oxford, United Kingdom.

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GUARANTEE

• to conduct your business affairs in a professional manner and avoid behaviour that could bring your business and reputation into disrepute.

• to conduct my business affairs based on sound, ethical principles and will communicate fairly and honestly with your clients, associates, employees and suppliers.

• to make an honest representation of my skills, experience and qualifications at all times.

• to respect the confidentiality of your personal and business practices and recognise your ownership of any intellectual copyright pertaining to your business activities.

• to strive to maintain my high professional standards by staying abreast of advances within my industry and to strive for excellence through professional improvement.

• to keep all acquired personal data safe and secure and ensure it is only used for its intended purpose, in accordance with GDPR and all regulations set by the ICO.

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OFFICE HOURS AND COMMUNICATION​

• Office hours are Monday through Friday, 9:00 am to 5:30 pm.

• Email is to be the primary form of communication between the Client and One Va Solution. One Va Solution is available for phone calls during office hours only. Occasional calls of only a few minutes in duration are not typically billed to the Client. However, the time of both parties must be respected, and calls or any lasting over 10 minutes will be billed to the Client.

• Telephone meetings must be prescheduled.

• Cancellation requires a minimum of 24-hour advance notice.

• Missed meetings or cancellations without sufficient notice will be billed to the Client.

• If the Client requests Services outside of the above specified hours, One Va Solution reserves the right to charge an additional 50% of the fees.

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TURNAROUND

• Retained clients get priority.

• If you know you’ll be needing a set amount of hours every month, a specific task completed every month, or there’s a possibility any of your tasks will need my attention within two working days then a retainer package is your best option.

• You can retain my time, at my usual hourly rate, anything from an hour a month.

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These terms and conditions may be updated at any time to suit the demands of business. If you have any questions do not hesitate to contact me: info@onevasolution.com

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May 2023